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School Admissions service

May 2018 (revised December 2019)

The following privacy notice applies to school admissions.

 

Information collected:

  • personal identifiers and contacts (such as name, unique pupil number, contact details and address)
  • characteristics (such as ethnicity, language, and free school meal eligibility)
  • safeguarding information (such as court orders and professional involvement)
  • special educational needs (including the needs and ranking)
  • attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
  • behavioural information (such as exclusions and any relevant alternative provision placements put in place)
  • Use of your NHS number in education. If you are receiving education then the NHS may share your NHS number with the local authority. This is so the NHS and the local authority are using the same number to identify you while providing your education. By using the same number the NHS and the local authority can work together more closely to improve your education and support. We'll use this number in an integrated care record system across a number of support services including GPs, hospitals, community matrons, district nurses and social care practitioners. It will also be shared with statutory education services for the provision of targeted education for children and young people. If you want to opt-out from the use of your NHS number for education purposes, please talk with your social worker, or by contacting us on 01572 722577 or email: enquiries@rutland.gov.uk

Why we collect and use child and young person’s information

We use child and young person’s data to:

  • enable us to carry out specific functions for which we are responsible
  • derive statistics which inform decisions such as the funding of schools
  • assess performance and to set targets for schools

Under the General Data Protection Regulation (GDPR), the legal bases we rely on for processing personal information for general purposes are:

  • Public Task - The processing is necessary for the performance of a task carried out in the public interest or an official function, with a clear basis in law.

Under the General Data Protection Regulation (GDPR), the legal basis we rely on for processing special personal information for general purposes are:

  • Public Health - The processing is necessary for the delivery of Health and Social Care Services.

Collecting child and young person’s information

We collect child and young person’s information via Common Transfer File (CTF), or secure file transfer from schools or hard copy application forms.

 

Children and young person’s data is essential for the local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain personal information to us or if you have a choice in this.

Storing child and young person’s data

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please visit https://www.rutland.gov.uk/my-council/data-protection/data-retention/

Who we share child and young person’s information with

We routinely share pupil information with:

 

  • Youth support services (pupils aged 13+)
  • the Department for Education (DfE)
  • Local government
  • Education providers 
  • Other local authorities 
  • Other Education Teams
  • School transport operators
  • Public Health

Why we regularly share child and young person’s information

  • Service delivery,
  • Service improvement and planning,
  • Prevention and detection of crime or fraud
  • Research using anonymised data only

We do not share information about our children or young people with anyone without consent unless the law and our policies allow us to do so.

Education and training

Rutland County Council hold information about young people living in our area, including about their education and training history. This is to support the provision of their education up to the age of 20 (and beyond this age for those with a special educational need or disability).  Under parts 1 and 2 of the Education and Skills Act 2008, education institutions and other public bodies (including the Department for Education (DfE), police, probation and health services) may pass information to us to help us to support these provisions

Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to the provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers
  • post-16 education and training providers [Pupils aged 16+]

The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child / pupil once he/she reaches the age 16.

Data is securely transferred to the youth support service

For more information about services for young people, please visit the Rutland County Council website.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of those data collections, under:

Section 3 of the Education (Information About Individual Pupils) (England) Regulations 2013.

All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

The pupil data that we lawfully share with the DfE through data collections:

  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
  • informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools

The National Pupil Database (NPD)

Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD).

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department.

It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties, including:

  • schools and local authorities
  • researchers
  • organisations connected with promoting the education or wellbeing of children in England
  • other government departments and agencies
  • organisations fighting or identifying crime

For more information about the Department’s NPD data sharing process, please visit:

https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

 

Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically suppliesdata on around 600 pupils per yearto the Home Office and roughly 1 per year to the Police.

For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Data Protection Officer – Rutland County Council – 01572 758165

 

Your Rights:

You also have the right to:

  • to ask us for access to information about you that we hold
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
  • to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
  • not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

 

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

Withdrawal of consent and the right to lodge a complaint

Last updated

We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time.

Contact

If you would like to discuss anything in this privacy notice, please contact: Sue Bingham – Data Protection Officer, Rutland County Council, Catmose, Oakham, Rutland, LE15 6FE.  Tel: 01572 758165

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